Transcript The Essential Piece - Stanford University

WELCOME
to our
PACE Forum
…..A Property Administration Information Exchange
Property Administrators Continuing Education
Presented by:
Property Management Office
20 November 2014
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Agenda
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Welcome New DPAs
Welcome New PMO Staff
PMO End Routing
FY14 Recap
B15 Inventory Year One
A-133 Audit
New OMB Circular
Sunflower 5.0 Upgrade
Google Docs – Demo
Upcoming Events
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Welcome New DPAs
Name
Department
Ben Varasteh
Clinical Translational Research
Carol Fernandez
Medicine – Hematology
Cassandra Garcia
Anesthesia
Tristan Poasa
Political Science
Mary Polen
Dean of Research
Suzanne Nicolopulos
SoM Educational Programs
Cindy Kirby
Statistics
Danica Sarlya
Precourt Institute
Welcome to
Property Management
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Welcome New PMO Staff
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Jimmy Baca
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Reutilization Specialist
Brenda Lin
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Capital Equipment Accountant
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PMO Requisition End Routing
As of November 15th, PMO is an end route approver for
all transactions involving a capital expenditure type.
Benefits include:
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Enhanced management of key control point
Improved compliance and audit trail
Reduced administrative burden of post-transaction
corrections
PMO will act on transactions in a timely manner
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Requisition End Routing (cont.)
Key review points
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Appropriate expenditure type use
Screening attestation
Appropriate sales tax
Purchasing within 90 days of award end
Pre-purchase approval
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(when required by award terms and conditions)
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Fiscal 2014 Metrics
New Sponsored Projects
 PO Reviews
 Record Activity
 Dispositions
 Surplus Sales
 Reuse Program
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Incoming Sponsored Projects
Q4
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Fabrications
There are currently 173 active
fabrication projects.
In the past ten years, an
average of 39 projects have
been capitalized annually.
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PO Reviews
With new end routing,
the goal is to reduce
the ET error rate
through education of
requisition originators,
as well as achieve a
more consistent
screening rate.
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Unmatched - % by Status (as of October 31)
Thanks to your help, over $85M was posted in the financial system in FY14,
including a significant number of assets acquired in prior years.
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Record Creations Time Lag FY14
After a great start, the time lag grew to an average of
over 50 days – please strive to keep this to 30 or less.
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Disposals through SPARC
Submitted Requests Status # Requests # Items
Completed
3990
15459
Forwarded to Labor
184
1120
Forwarded to Labor and PSSI
212
1020
Forwarded to PSSI
195
318
Terminated by PMO
115
276
Grand Total
4696
18193
In addition, during Campus Cleanup events in Fall 2013 and Spring 2014,
over 60,000 lbs of electronic waste was processed during each event.
That totals 60 TONS, just in Campus Cleanup!
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Disposal Activity FY14
The number of requests is roughly
equal to the number of locations (or
‘stops’) from which the items are to be
collected.
In addition, over 60 tons of
electronic waste was collected
during the Campus Cleanup
events for FY14. (October
2013 and March 2014)
17,840 items were collected through SPARC
during FY14.
15,382 were collected by the Surplus Sales team.
The remaining 2,458 were collected by Event
Services or PSSI.
SPS spends approximately 16 hours per week
performing collections – averaging one item every
3.2 minutes (including travel time between
locations).
Each request has an average of 3.87 items on it.
Surplus Sales Activity
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Total Pre-Tax Sales
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Proceeds disbursed to Departments
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$585,000
$241,000 (41% of total)
Data Destruction
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>5,000 drives cleansed or destroyed
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Furniture Reutilization Program
For fiscal year 2014:
1393 items have been
reutilized
This represents an
estimated cost
avoidance of $389,106
B15 Physical Inventory – Year One
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All major departments that have completed
reconciliation achieved >98%
Completing reconciliation as scheduled is
critical
The process substantiates University financial
statements, and is an important audit
component
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100% Achievements (>50 assets, year one)
DPA
Department
DPA
Department
Jase Miller
DAPER (Athletics)
Deborah Belanger
School of Education
Frank George
Bioengineering
Raina Phillips
Libraries
Eduardo Morales
Mech. Engineering
Frank Muniz
Law School
Hector Gamez
Computer Science
Michael Dillow
Gabelle Lab
Maureen Baran
Nanofab Facility
Monica Lawrence
VPUE
Dorrene Ross
HEPL
Brent Hsieh
Undergrad Admiss
Dora Taumalolo
HEPL
Judy Thompson
Hopkins Marine
Jeff Wade
HEPL
Robert Huffman
Stanford Video
Wenli Heffner
Physics
Elizabeth Palmquist Physics
Alicia James
Stanford Mgt
Kelly Doran
Hoover Institute
Scott Derham
Alumni Association
Pat Sandoval
Business School
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Audit Updates
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A-133 Audit has begun
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Some elements earlier than usual
On-site verifications next week
ONR Audit for FY13
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No issues reported thus far, none anticipated
THANK YOU for your participation and for your
continuing efforts to maintain these very successful
audit results year over year!
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OMB Universal Guidance (Effective 12/26/14)
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Notable Changes
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Timely disposition instruction requirements
Reporting requirements for residual supplies
Computing device allowability on grants
Potential sales or disposition directives
Potential no-cost transfer mandates
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(to other federal projects on campus)
Clarification being sought on details from various agencies
where conflicting interpretations exist
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Google Docs
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New communication and collaboration tool
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Managed by PMO (Campus Support Group)
Unmatched tracking and reporting
Inventory reporting
Document sharing
Demonstration
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7/20/2015
GOOGLE DRIVE
User Guide to maintaining unmatched folder
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7/20/2015
Email notification
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7/20/2015
Accessing google drive
Enter drive.stanford.edu or googledocs.Stanford.edu in
the address bar
7/20/2015
Use your Stanford email
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7/20/2015
Log in using your SUNet
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7/20/2015
Now you have access to google drive
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7/20/2015
Scroll through the tutorials and start using google drive
New document
Sharing
Click Hear
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7/20/2015
See who made updates.
Shared
with
See activity
7/20/2015
Sheet sample
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Upcoming Events
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NPMA National Education Seminar
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NPMA Spring Educational Seminar
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August 10-13 2015 Fort Worth, Texas
March 3-5, 2015 Melbourne, Florida
NPMA Fall Education Seminar
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Dates to be Announced Salt Lake City, Utah
Also visit npma.org for additional information on classes,
certification programs and educational webinars
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SEE YOU NEXT TIME!
THANK
YOU!
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